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Programme Project Administrator

Recruiter
Gray Recruitment Specialists
Location
London
Contract
Permanent
Work pattern
Not Specified
First listed by Ontap
24 August 2026
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Job description

This is an excellent opportunity for someone with skills and experience across a number of responsibilities in a wide-ranging administrative role. In addition to providing administrative support in the areas project management, finance, travel and procurement the post holder will be responsible for the coordination of programme-wide meetings and scheduling. The ideal applicant will have proven administrative experience in an academic, or similar, environment and will be able to manage a busy workload to meet deadlines. Excellent communication skills, high level of IT skills, excellent attention to detail and the ability to work as part of a team are essential

This is a busy and varied position requiring someone who understands the processes, systems and ways of working within a university environment and can get up to speed quickly.

Key responsibilities:

Providing day-to-day administrative support across multiple research projects
Coordinating travel including flights, accommodation, visas and associated expenses
Processing staff and non-staff expenses and maintaining supporting documentation
Supporting credit card reconciliations, purchasing and procurement
Organising meetings, workshops and conference calls
Preparing agendas, taking minutes and coordinating meeting logistics
Maintaining project information using Excel and SharePoint
Supporting project finance and procurement administration
Assisting with project documentation, systems and contractual administration
Providing wider programme and departmental administrative support

About you:

You must have previous relevant experience ideally within a university research, academic department, faculty or professional services environment.

You will also need:

Strong project, research or programme administration experience
Experience of university administrative processes and procedures
Experience coordinating travel, meetings and diaries
Experience with expenses, purchasing, procurement or finance administration
Strong Excel and IT skills
Excellent attention to detail
The ability to manage a busy workload and competing deadlines
Strong written and verbal communication skills
The confidence to take ownership of administrative processes
The ability to work effectively as part of a wider team

Experience using Agresso/Unit 4 or similar university finance systems would be particularly useful.

This role would suit a Research Administrator, Project Administrator, Programme Administrator, Department Administrator or Project Coordinator currently working, or recently having worked, within Higher Education.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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